Medical Administrative Assistant

Job Details: Immunization Records Administrative Assistant

Pay: $20.44 per hour (Weekly Pay)

Location: Phoenix, AZ 85007

Schedule Details: Monday - Friday | 8 AM - 5 PM

Job Description

We are seeking an Immunization Records Administrative Assistant for the State of Arizona.

As a customer-facing Immunization Records Administrative Assistant, the you will serve as the primary contact for managing, processing and issuing immunization records to individuals and agencies in compliance with state regulations and legal standards.

Job Duties:

• Accurately search, update, and retrieve patient data within the Arizona State Immunization Information System (ASIIS registry).
• Manage high-volume requests (email, fax, mail, phone)
• Answer phones
• Process and distribute incoming mail, packages, and deliveries to the appropriate recipients.
• The ideal candidate possesses excellent communication skills, empathy, patience, and strong problem-solving abilities.
• Act as the first point of contact, providing empathetic and patient service to individuals requesting
• records via phone, email, or in person.
• Search, update, and retrieve patient data within the ASIIS registry to ensure accurate, up-to-date records.
• Review, verify, and issue immunization records to patients and agencies, ensuring strict adherence to Arizona regulations and privacy standards.
• Manage the end-to-end receipt, sorting, and delivery of all incoming mail and packages to intended recipients.

Knowledge, Skills & Abilities (KSAs):

• Experience in administrative support, preferably in a healthcare or public health setting.
• Proficiency in managing confidential records with high accuracy.
• Strong communication skills (verbal and written), with demonstrated empathy to understand customer needs, patience to handle difficult situations, and active problem- solving abilities.
• Ability to work independently and manage high-volume requests efficiently.
• Outstanding written and verbal communication skills with a polished, professional phone and email etiquette.
• Highly organized, proactive multitasker with the ability to prioritize tasks and time-management skills.
• Strong attention to detail in documentation and office procedures and proficiency in managing office equipment.
• Proactive, critical thinker with a positive attitude and the ability to resolve issues quickly and efficiently.
• Proficiency in MS Office (Word, Excel) and Google Workspace, with a focus on email management.
• Familiarity with Adobe Acrobat for creating, organizing, combining, and saving PDF documents.
• Experience with the Arizona State Immunization Information System (ASIIS) is a plus.
• Proven customer service experience with a polished and professional demeanor.

Required Qualifications:

• 1year in administrative support, preferably in a healthcare or public health setting.
• Proficiency in MS Office (Word, Excel) and Google Workspace, with a focus on email management.